Accounts Payable Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

The primary purpose of this position is to coordinate and oversee the accounts payable activities of Hamline University which involves preparing bi-weekly AP batches, researching processing issues, and contacting departments and vendors to resolve complications.  The accounts payable activities also include associated monthly and annual compliance.  This position reports to the Controller.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Performs all facets of the daily activities of the accounts payable operation, ensuring compliance with University policies and procedures.
• Match invoices with purchase orders and receiving documents as needed.
• Resolve vendor payment status issues.
• Prepare and process bi-weekly accounts payable checks, electronic transfers and Automated Clearing House (ACH) payments.
• Monitor movement of supplier invoice requests that need additional approval so the invoices are paid in a timely manner.
• Prepare batches of invoices and ensure accurate coding to specific vendors.
• Ensure invoices are accurately and timely entered into company software.
• Monitor certain suppliers where there are accounts (for example Sam’s Club) to ensure payments are up to date.
• Successfully investigate and reconcile accounts.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Open mail and route mail as needed.
• Code and deliver checks received in the mail to the cashier for deposit in a timely manner.
• Creates journal entries for checks received as reimbursements for personal Pcard/Tcard charges.
• Order and distribute name badges ordered by the University community.
• Code and expense weekly Pcard transactions for select vendors.
• Verifies and investigates state use tax data and entertainer tax data and prepares and submits the require monthly compliance returns for each type of tax.
• Manage the spend authorization (travel advance) process including tracking any authorizations from initiation through collecting any final travel documentation and unused funds.
• Manage prepaid expenses which includes identifying supplier invoices that should be prepaid, setting up the prepaid expense section in the supplier request, analyzing and preparing the annual prepaid audit workpapers, and initiating the prepaid spend authorization process.
• Assist the accounting team in the annual closing cycle which includes the annual accounts payable fiscal year cutoff.
• Perform and submit an annual reconciliation of entertainment tax required by the state.
• Verifies and investigates 1099 data and prepares the annual 1099 filing.
• Assists auditors by providing support and documentation on internal process for accounts payable for the annual external audit.
• Identify process improvements.
• Handle University assets with the highest level of integrity
• All other duties as requested.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• Intermediate experience with data entry forms and web-based systems.
• Basic to intermediate proficiency with MS Word and Excel.
• Ability to communicate technical information to nontechnical audiences.
• Basic experience with 10-key.
• Able to handle sensitive and confidential information.
• Able to work effectively with all levels of management, staff and employees.
• Ability to work independently and in a team environment.
• Possess strong attention to detail.
• Excellent organizational and time management skills

MINIMUM EDUCATION/EXPERIENCE

• High school diploma or GED equivalent.
• Three (3) years accounts payable or accounts receivable experience OR Associates Degree with one (1) year experience.

PREFERRED EDUCATION/EXPERIENCE

• Bachelor’s degree from an accredited college or university with coursework in accounting.
• Work experience in higher education.
• Workday ERP system experience.

WORKING CONDITIONS/EQUIPMENT

• Duties are performed indoors in office environment.
• Must be able to perform well under pressure as well as within specific and limited time and resource constraints.
• Must be able to work on a computer for extended periods of time.
• Must be able to perform tasks requiring intense concentration, and to switch rapidly between tasks.

ADDITIONAL INFORMATION

• This is a full time, 1.0 FTE non-exempt position which requires a minimum of 40 hours a week, 12 months a year. 
• This position may require overtime during peak seasons.

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.